1 / 43

FILLING SYSTEM

FILLING SYSTEM. INDICATOR. Identification of organization needed Option to developing well-known system so suitable as company needed System needed is identified and agreed by the user Choosing of the system that suitable for use

anais
Download Presentation

FILLING SYSTEM

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. FILLING SYSTEM Bisnis Manajemen

  2. INDICATOR • Identification of organization needed • Option to developing well-known system so suitable as company needed • System needed is identified and agreed by the user • Choosing of the system that suitable for use • Price offering for supply and delivery system is choosen by the criteria • Choosing the Supplier is suitable as guide Bisnis dan Manajemen

  3. Repaired system is implemented and monitored so the operation is suitable with what we need • Replacement documents and notes is monitored so the integrity isn’t decreasing • The user of new system is monitored so the system is accessed as guide Bisnis dan Manajemen

  4. PURPOSE OF LEARNING After this lessons students hope can : • Identified the organization needed • Knowing the system for developing option so its well-known as company needed • Identified and agreeing system to users need • Choosing the right system as suitable as we needed Bisnis dan Manajemen

  5. Choosing offered price system and delivery supplier as the criteria • Choosing Supplier as guide • Implementing and monitoring repaired system so the operation suitable with what we need • Monitoring the replacement of the document and notes so the integrity is guaranteed • Monitoring the new system user so the accessed system is suitable with guide Bisnis dan Manajemen

  6. Filling System

  7. The Difference between File and Filling File =Physical Evidence • Filling : Activities Bisnis dan Manajemen

  8. Filling Procedure • Collecting Reports from a lot of organizations unit • Checking and examine Release Mark • Reading report to determine the title suitable according to the used system • Code Giving • Sort • Using Cross Reference Sheet • Making Follow Up Slip • Routing Slip • Classification of report • Maintaining, Keeping, Deleting file

  9. Filling Equipment • Stopmap .Ticler File • Snelhecter Map . Filling Cabinet • Ordner 1. Drawer • Folder 2. Lateral • Perforator . Micro Film • Guide . USB/CD • Sortir Rack • Kartu index • Card Index Cabinet (CARDEX)

  10. Filling Tools & Equipment Function • Stopmap is use as a place to saving the document/letter that haven’t finished yet. To saving the document temporarily • Snellhecter map is use as a document saving place which is used by using perforator • Ordner is use as document saving place which will be put on filling cabinet drawer BisnisdanManajemen

  11. Folder is use as a document saving place and put on drawer filling cabinet Perforator is use to making hole in a piece of paper Guide is use as a border between 1 problem with another Index Card is use as identification card of a letter / document Sorting Shelf is use as a place for sorting the letters Bisnis dan Manajemen

  12. Card Index Cabinet is use as a place for saving index card of an archive • Ticler File is use as a place for saving forms which have remembering characteristic • Drawer Filling Cabinet is use as an archive cupboard which have a vertical saving way • Lateral Filling Cabinet is use as an archive cupboard which have a horizontal saving way • Computer is use as a data managing machine Bisnis dan Manajemen

  13. Kinds of Filling System • Alphabet System • Subject System • Numeric System • Chronologic System • Geographic System BisnisdanManajemen

  14. Micro Film is used as tools for saving document in a film form • USB is use to saving the data electronically with using the computer Bisnis dan Manajemen

  15. Alphabet Filling System • Unit – part of the names • Caption – first letter from the first unit of an index name • Code – 2/3 letters from the first unit of an indexing name • Index – first unit of a name from indexing • Indexing – to decide first unit of a name by using indexing procedure in the archive saving alphabet system BisnisdanManajemen

  16. 1. Rules of Indexing In Alphabet System • Personal Name • Single Name – Suharto - code Su • Multiple Name – Binsar Sitepu – code Si • Clan Name - Rudi Watimena – code Wa • Abbreviation Name – B J Habibie – code Ha • Japan, Thai Name – Yasuhiro Nakasone – code Na • Europe Name – Marco van Basten – code Va • China, Korea, Vietnam Name – Liem Swi King – code Li BisnisdanManajemen

  17. Company name - TokoBukuMatahari – code Ma - RS.CiptoMangunkusuma – code Ci - Hotel 41 – code Em - Salon kecantikan Amelia & Nina – code Am - PT. AdhiKarya – code Ad - BTN – code – Ta - ApotikBenmari – code Be Bisnis dan Manajemen

  18. Government name • LAN – code Ad • LIPI – code Il • UPI Bandung – code Pe • BKKBN – code Ko • DepDikNas – code Pe Bisnis dan Manajemen

  19. EXAMPLE OF INDEXING PERSONAL NAME IN ALPHABET FILLING SYSTEM

  20. 2. SUBJECT FILLING SYSTEM ^CLASSIFICATION TABLE^ EXAMPLE CLASSIFICATION TABLE BisnisdanManajemen

  21. BisnisdanManajemen

  22. INDEX CARD BisnisdanManajemen

  23. 3. Numeric Filling System • Decimal Dewey • Terminal Digit BisnisdanManajemen

  24. Example Classification Table of Numeric Filling System BisnisdanManajemen

  25. 4. Chronologic Filling System • Date • Month • Year BisnisdanManajemen

  26. Example Classification Table of Numeric Filling System • Code Description • 0 PUBLIC RELATION • 100 FINANCES • 200 OFFICIALDOM • 300 DEVELOPING • 400 COOPERATION • 500 PRODUCTION • 600 MARKETING • 700 RESEARCH AND LABORATORY • 800 UTILITY • 900 TRANSPORTATION AND SUPPLIES Bisnis dan Manajemen

  27. Geographic Filling System“Classification Area Table” • Transportation • Cargo BisnisdanManajemen

  28. Example of ClassificationGeographic Filling System BisnisdanManajemen

  29. BisnisdanManajemen

  30. External & Internal Distributing Procedure Internal Distributing Procedure : • Document/Incoming Letter is checked its completeness • Document recorded in Incoming Agenda Book • Document/Letter recorded in Internal expedition book • Document / letter is given to managing unit • Document / letter is received by managing unit and signed internal expedition book BisnisdanManajemen

  31. External & Internal Distributing Procedure External Distributing Procedure : • Document/ letter which will be send is check its completeness • Document / letter is recorded in the internal expedition book • Document/ letter is send by courier or pos service, expedition service Bisnis dan Manajemen

  32. Distribution Tools • Expedition Book • Faximile • E-mail Bisnis dan Manajemen

  33. Retention Schedule • Contains about the time span of document/letter saving which use as a decreasing document/letter guide • Determining time span of saving is decided by the value of utility every archive Bisnis dan Manajemen

  34. Archive Evaluating Procedure • The value of document/letter is determine by the numbers of usage of the document/letter • Usage Numbers is a percentage from comparison between numbers of usage of needed document/letter with document/letter number in the archive • Usage Number = numbers of usage from document/letter X 100% • numbers of document/letter in the archive • 100 1000 x 100%40 = 10% Bisnis dan Manajemen

  35. Archive Removal Procedure • Removal by Time a. Step by Step Removal 1. Once on a fixed time span 2. Twice on a fixed time span 3. Minimum – Maximum time span based • Removal by it ways BisnisdanManajemen

  36. Purpose of Archive Removal • Can saving the space of the room • To avoid the mound of increasing archive numbers • Can economize the use of tools • Increasing efficiency and work effectiveness • Saving evidence of responsibility • Save cost and energy Bisnis dan Manajemen

  37. Archive Deleting Procedure • Selection • Making of kind of archive list which will be deleted (proceedings list) • Preparing place/tools for deleting • Preparing Deleting Official Record • Deleting the archive physically by burn it or cutting it to pieces. Seen by the witnesses Bisnis dan Manajemen

More Related